McHenry Times

City of Harvard Infrastructure Committee met Aug. 12

Here are the minutes provided by the committee:

Chairman Gorman called the Infrastructure Committee Meeting to order at 6:30 p.m. The committee members present were Chairman Charlie Gorman, Alderman Jay Schulz, Alderman John Lavallee, and Alderman Matt Perkins. A quorum was present. Mayor Kelly, City Administrator Lou Leone, and Public Works Superintendent Rob Lamz were also present.

Public Comments

Chairman Gorman opened the floor to public comment for any item not the agenda. There were no public comments.

Severe Weather Warning System

City Administrator Leone mentioned that Alderwoman Lancaster had requested the item be added to the agenda. Currently, the City lacks tornado sirens and has transitioned to the Code Red alert system. He expressed a desire to organize a public outreach effort to educate more people on registering for Code Red.

● Chairman Gorman remarked that he believed this issue had already been resolved. He was open to the idea of outreach to help people understand the new system. He noted that there is substantial online support for Code Red and shared that he had successfully installed it on all his electronic devices when it was first introduced. He found the alert system to be highly effective. City Administrator Leone agreed that community events will include information on how to use the Code Red system.

● Alderman Schulz asked if Code Red offers online training materials. Mayor Kelly confirmed that there is documentation available online. He also noted that whenever a storm occurs, there is often social media discussion about the absence of tornado sirens.

● Mayor Kelly emphasized that the City has consistently provided information to encourage residents to sign up for Code Red alerts. This information is shared through the City’s website, newsletters, water bills, and social media. Despite these efforts, some people still misunderstand how the system works. Assistance with Code Red registration is available at the police station, City Hall, and library. While there are both advantages and disadvantages to having tornado sirens, Code Red offers broader functionality, including alerts for various emergency situations beyond storms. Activating Code Red incurs a monetary cost for the City each time. Currently, there are over 5,000 registered users.

● Mayor Kelly noted that the system has been functioning as intended. While he believes tornado sirens could be a useful addition, he recommends investing in weather radios instead of tornado sirens. Chairman Gorman agreed with this recommendation. Mayor Kelly also mentioned that the previous tornado siren had to be activated manually, unlike Code Red, which is automatically activated.

● Chairman Gorman remarked that reinstating the tornado sirens would incur an additional expense for the City, and given that Code Red is already in place, it doesn't seem like a priority. Mayor Kelly mentioned that he was uncertain about the exact cost of the tornado siren system but estimated it to be around $5,000, although he would need to verify this amount.

● Alderman Schulz proposed in having information available at City Hall, various City locations, and the library. He also recommended distributing this information to local schools and local radio stations so it can be announced as a public service announcement for the community.

The Committee agreed to focus on increasing public awareness about how to use Code Red, aiming to educate residents on effectively using the system.

Surf Internet Agreement Status

The Committee reviewed the Surf Internet Agreement presented at the July City Council meeting. After submission to the City Attorney, several revisions were made, and the Committee received the edited version. They discussed the changes to the revised document.

● Chairman Gorman inquired whether section 4.4 had been omitted in the revised agreement. City Administrator Leone agreed to follow up with the City Attorney on this matter. Additionally, Chairman Gorman suggested removing section 8.4 due to its redundancy. City Administrator Leone saw no issue with this and will consult with Surf Internet.

● City Administrator Leone noted that Milky Way Park, originally missing from section 4.6.1, has now been included.

● Alderman Schulz asked about the absence of licensing fees and whether the City imposes such fees on other entities. An explanation was provided of the City's fee structure and how it aligns with federal guidelines.

City Administrator Leone will forward the revised document from the Committee Meeting to Surf Internet for review.

Alderman Gorman made a motion, seconded by Alderman Schulz, to approve the recommendation to the City Council regarding the Surf Internet agreement with the revisions made as discussed at tonight’s meeting. All ayes. Motion carried.

Sidewalk Program Proposal

Chairman Gorman presented a document outlining the proposed Sidewalk Program for review. The proposal includes the following key points:

● Update to Section 6.12 of the Harvard Code: This revision would shift the responsibility of sidewalk maintenance to property owners. It is suggested that a portion of the 1% sales tax revenue be allocated annually for a sidewalk repair fund.

● Collaboration with the Community & Economic Development Department: Sidewalks deemed unsafe and in need of repair or replacement will be identified. Property owners would then be required to address these issues and be held accountable for the sidewalk's repair or replacement.

● Financial Assistance for Property Owners: The City will prioritize repairs based on need. Property owners may borrow from the sidewalk fund at 0% interest for a specified period if necessary. Special Service Areas (SSAs) could be used as an alternative. For those experiencing financial hardship, the City might establish an extreme hardship program.

● Public Works Involvement: When within the budget, the Public Works Department could also handle sidewalk replacements in cases of significant hardship for property owners.

Chairman Gorman expressed that this program could help the City reallocate funds for other purposes while maintaining the principle that sidewalk replacement should be the responsibility of property owners. The Committee reviewed and debated the advantages and disadvantages of implementing this Sidewalk Program for the City and which included where the funds should be allocated. The question was raised as to who is responsible for sidewalks repairs in the City or the Property Owner.

Chairman Gorman proposed a motion, which Alderman Schulz seconded, to suggest that City Staff revise Section 6.12 of the Harvard Code to assign sidewalk maintenance responsibilities to property owners. The roll call vote: Gorman, aye; Perkins, no; Schulz, yes; Lavallee, no. The motion tied, two to two.

The Committee instructed staff to create a draft outline for a Sidewalk Program based on the parameters specified in the provided document. This draft will be presented at a future Infrastructure Meeting.

Staff Update on Current and Proposed Infrastructure Projects

Updates on infrastructure projects included:

● Supt. Lamz reported that the Ayer St. project has been delayed by a few weeks. The contractor, Geske Paving, has pushed the start date from mid-August to the end of August due to recent heavy rainfall. 

● City Administrator Leone informed the Committee that the downtown water tower project has also been postponed. The delay is due to the contractor, Maguire Iron, requiring additional time to complete an ongoing project. The project should begin August 20th.

● Supt. Lamz reported that the Road Program is advancing smoothly. All locations have been determined, and the City Engineer is working on a bid that includes MFT-funded crack sealing and skip patch repairs. Additionally, the City Engineer is preparing a separate bid for the rejuvenation project, which is funded by the general fund.

● City Administrator Leone updated the Committee on various IDOT projects, including work on Diggins St. and Division St., where IDOT plans to paint two crosswalks, which includes signage. The specific areas under construction have been identified.

● Supt. Lamz has begun assessing sidewalks as part of the $5,000 in-house sidewalk program. Approximately 130 feet of sidewalks across different streets have been identified for repair and replacement. As well as identifying crosswalks that are needed in different areas.

● Supt. Lamz updated the Committee that he is still awaiting pricing from contractors for the South Howard Water Main extension. The City has now received the permit from the IEPA. However, IDOT has noted that the water main is too close to the sanitary sewer service. As a result, an additional 66 feet of water main and 25 feet of private sanitary service with a water main quality pipe will be required due to their proximity. City Administrator Leone mentioned that staff are developing a policy to better address infrastructure strains of the City in specific areas such as cross-connection and grease traps. Staff plans to present this at a future infrastructure meeting.

● City Administrator Leone informed the Committee about upcoming construction on the Flat Iron Bridge, set to begin next year. Although this is not a City project, the bridge will be raised to move it out of the floodplain, which will redirect traffic into the City. Signage has been requested to alert drivers to the changes.

Strategic Vision Update

The Committee reviewed the Key Strategies for the Infrastructure Committee. Chairman Gorman presented a document detailing the main components of the Strategic Vision. The following items were discussed:

● Conduct a city-wide infrastructure study to develop a replacement plan for streets, sidewalks, water, sewer systems, and trees.

● Implement a communication plan to inform residents about the street improvement plan. This plan should include text, video, and voice updates, ideally integrated into the City’s website software. Meetings with CivicPlus will be scheduled to understand their role in this process.

● Explore and seek new funding sources, such as grants and general obligation bonds, to achieve the goals of the PAVER (Pavement Program Management System). Chairman Gorman emphasized that achieving the PAVER target will require more than just grants, estimating that $8,000,000 is necessary to reach a PAVER score of 52. A 2021 study indicated that to address the current backlog and reach a Pavement Condition Index (PCI) of 76, the City would need to invest $8.69 million annually for five years. The current plan is to spend $5 million per year over this period. Although the City’s 1% sales tax, dedicated to sidewalk and road repairs, has been approved by residents, the City must demonstrate prudent management of these funds to justify any additional funding needs. The Committee was briefed on how bonds operate, and City Administrator Leone highlighted that since the introduction of the PAVER system, the City has implemented preventative maintenance measures.

● Begin street improvements with new funding supported by taxpayers by 2025.

● Engage with Metra, RTA, and Pace to explore ancillary transportation opportunities such as pedestrian, bus, and vehicle parking access.

● Establish downtown wireless access- Surf Internet

Progress milestones include:

● Developing and sharing an infrastructure plan with the community by 2025 

● Tripling the pace of street improvements starting in 2025

● Implementing a road maintenance plan aimed at achieving a PCI of 52

● Completing the initial phase of the Regional Transportation Authority Grant to enhance transit access

● Establishing wireless access in the downtown area

● Discussing water/wastewater infrastructure plans further with City Administrator Leone and Chairman Gorman

New Business

The Committee decided to set a specific date for the Infrastructure Meeting, determining that it will be held on the second Monday of each month.

Alderman Schulz raised concerns about the Route 14 bridge, noting that Chairman Gorman had previously spoken with a state supervisor who confirmed that the state is responsible for the bridge's maintenance. However, the bridge has not been properly maintained, including the sidewalks, which remain uncleaned. Schulz emphasized the need to press the state to address these maintenance issues and to make it clear to City residents that the state, not the City, is responsible for upkeep.

He proposed passing a resolution at the City Council meeting to address the following points:

1. Demand that the state clean the sidewalk on the bridge to ensure safe pedestrian access.

2. Request that the state manage the weeds on the bridge, as the lack of maintenance reflects poorly on the City.

3. Insist that the state carry out any necessary repairs on the bridge promptly.

Schulz believes that demonstrating the City’s efforts to hold the state accountable will be important for residents to see. He is considering whether a resolution is the best approach or if a formal demand letter to state representatives from the City Council might be more effective. This issue will be added to the agenda for the August City Council meeting.

Alderman Schulz made a motion, seconded by Alderman Perkins, to adjourn the meeting. All ayes. Motion carried.

The meeting adjourned at 8:07 pm.

https://www.cityofharvard.org/media/23241